Presenter Guide
Present in 2011
Thank you for your interest in presenting at the 2011 ASCD Annual Conference in San Francisco, Calif. The 2011 Web Proposal Submission System will be available January 1–May 1, 2010.
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2010 Session Selection and Notification
Thank you to everyone submitting a proposal for 2010. The call for 2010 proposals is now closed for the ASCD 2010 Annual Conference in San Antonio, Tex. All proposals were due May 1, 2009.
All presenters have been notified of their acceptance. If you have not received notification, please contact Lindsay Martin-Bilbrey with questions about your proposal.
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What Is a Ticketed Session?
More than 100 ticketed sessions are scheduled for each Annual Conference. These sessions take place during the same time blocks as regular sessions. However, admittance to these sessions is not on a first-come, first-served basis; attendees must request a ticket to be admitted to these sessions. (Attendees may request one ticket per day.)
You can see all current ticketed sessions for San Antonio here.
As the presenter of a ticketed session, you have two key responsibilities:
- Notify ASCD staff in writing immediately if you cannot present. In the event of a ticketed-session cancellation, ASCD staff must contact all ticket holders of the canceled session and help them exchange their tickets.
- Uphold the rules for admittance to ticketed sessions. Encouraging conference attendees to enter your session without a ticket cheats your ticket holders. A volunteer will take tickets and meter traffic into your session. If your session room is not full 10 minutes after your session has begun, the volunteer will allow individuals without tickets to enter your session at that time.
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Audio-Recorded Sessions
Every year ASCD selects approximately 100 sessions to audio record and make available for purchase through Playback Now during and following the conference. This is a valuable service for educators who are unable to attend your session and for attendees who want to share your message with their cohorts.
For your session to be recorded, you (and your copresenters, if applicable) must sign the Consent to Record form that is attached to your contract. The consent form does not sign away the intellectual content of your presentation to ASCD. Presenters maintain copyright of their intellectual content.
The form gives ASCD permission to audio record your session and allows ASCD and our contracted audio vendor to offer participants and customers permission to obtain a copy of the recording on-site or after the conference. The release form also gives ASCD permission to use the recorded session for possible future professional development activities—for example, as audio clips embedded in Professional Development Online courses or as transcribed comments in ASCD's print articles and bulletins.
If you have any questions regarding the Consent to Record form, please e-mail the Annual Conference staff.
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Address or Copresenter Changes
Once you have signed your contract, make sure to keep ASCD informed about any changes in your information. Adding, removing, or changing secondary presenters? Updating or changing your address? We need to know.
All changes must be submitted in writing. E-mail your updates to the Annual Conference staff.
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Presenter Registration
All presenters, primary and secondary, must register for the conference no later than December 30, 2009. You can register two ways:
If you do not register by this date, you will be automatically registered and sent an invoice. For questions about registration, contact the Annual Conference staff. If you have previously contacted ASCD Staff and informed them, in writing, of your decision to cancel your session, you will not be billed.
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Session Room Information
Session room information will be e-mailed to all primary presenters January 6, 2010. Please notify the Annual Conference staff if you do not receive your e-mail. The e-mail will contain the following information:
- Session number, title, date, and time
- Room number, capacity, and setup
Number of Participants
There are two ways to determine the number of potential attendees at your session:
- Ticketed sessions: You can find out how many participants have registered for your session by contacting the ASCD Service Center at 1-800-933-2723 (toll-free) or 1-703-578-9600, then press 1.
- Non-ticketed sessions: Your room notification e-mail informs you of the maximum capacity of the room in which your session will be held. These sessions fill on a first-come, first-served basis.
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Audiovisual Equipment
Sessions scheduled for 60 or more participants will be equipped with one microphone. If your session has been selected to be audio recorded, you will be provided with two microphones Presenting more than one session? You must submit a separate order form for each individual session.
Presenters must order any audiovisual equipment from PSAV, our conference audiovisual provider. Please keep in mind that deadlines given on the order form are firm. Please find the order form and instructions below.
Please return completed forms by faxed or e-mail to PSAV using contact information listed at the top of the form. QUESTIONS? E-mail PSAV, or call them directly at 1-800-966-4498 for assistance.
If you so choose, you may bring your own equipment, at your own expense. If you want to bring your own AV equipment, you should carefully consider whether the savings justify the hazards and inconvenience of transporting it. Some items can be provided on-site through PSAV but availability of some items may be limited.
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Session Handouts
Presenters will be able to upload copies of handouts to the Annual Conference Web site as of January 6, 2010. These handouts are now available for all registered participants to access. We urge you to take advantage of this and upload your sessions.
It is the presenter's responsibility to upload the information to ASCD's server. Likewise, the presenter is responsible for ALL content present in the handouts. Please ensure that you have all rights and permissions to the content you use.
You are responsible for providing paper copies of your session handouts if you choose not to prove an online copy. To decrease paper usage and shipping fees, please consider distributing truncated handouts during your session and making additional materials available online for attendees to download after the conference.
You can print copies of your session handouts, at your own expense, onsite at the UPS Store located on the street level of the Henry B. Gonzalez Convention Center.
ASCD also urges presenters to include an e-mail address on their handouts so that attendees can contact them with questions after the conference.
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Working with Volunteers
Volunteers are assigned to assist presenters with their sessions. Although ASCD tries to secure a volunteer for each session, you are not guaranteed a volunteer for your session.
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Questions or Comments
Please contact the Annual Conference staff with questions or concerns about your session.
Karen Layser
ASCD Annual Conference, Project Coordinator
1703 North Beauregard Street
Alexandria, VA 22311-1714 USA
Phone: 1-703-578-9600
Fax: 1-703-575-3917
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